Temp Maintenance Order Dispatcher/ Receptionist

Job Description

Job Description

This position is Temp, shift is 9 AM to 5 pm. Pay rate is from $16.50 to $22.00 per hour commensurate with experience.

Summary of Function

The Maintenance Dispatcher / Receptionist is responsible for the receipt of all tenant requests for repair and maintenance services and the placement of all purchase orders for building and office supplies.

S / he coordinates work required to maintain compliance with Section 8 requirements, the NYC Multiple Dwelling Law and respective regulations, NYC Housing Maintenance Code, and other governmental laws, rules and regulations as they relate to the physical repair and maintenance of the properties within MVMC’s portfolio.

S / he will perform all administrative tasks, including but not limited to answering telephones, typing documents, greeting and assisting tenants or guests, managing and maintain all office supplies.

Responsibility and Duties :

Responsibilities include, but are not limited to :

• 1. Greet visitors; determine the nature of their visit, and direct visitors to the appropriate employee;
• 2. Receive rental payments from tenants, and provide the tenants with receipts for their payments where applicable;
• 3. Speak with tenants in a courteous manner and advise tenants of company policies related to repairs as needed by taking / creating work orders, through and not limited to phone calls, fax, and / or email;
• 4. Answer all incoming telephone calls; operate multi-line telephone system; take messages and forward calls to appropriate extension;
• 5. Monitor all visitors access to interior office;
• 6. Order, receive, and maintain office supplies;
• 7. Maintain the cleanliness and organization of the office;
• 8. Receive, sort, route all mail, and operate the postage machine;

9. Assist the property management department with packaging of the monthly rent bills when needed

10. Work closely with the Maintenance Supervisor, Facilities Director and / or Executive Director to coordinate ordering, availability and distribution of supplies and equipment;

11. Create purchase orders for Superintendents, Handypersons and Porters, ensuring that purchasing of supplies from vendors is controlled and limited to the supplies needed to perform repairs and maintain the cleanliness and safety of the buildings’

12. Order and reconcile invoices for maintenance and janitorial supplies

13. Dispatch Superintendents and / or Handypersons to make repairs on an emergency or routine basis

14. Follow up on tenant requests for service

15. Responsible for tracking all repairs and maintenance requests to completion

• 16. Responsible for making sure all repair requests and completed work orders are entered into the SiteCompli system;
• 17. Responsible for making sure that all invoices are delivered to the Maintenance Supervisor / Facilities Director for approval and entered into the Yardi system for Accounts Payable to process;

18. Must translate verbal and written communications / documentations

19. Must perform other task / duties as required.

Requirement and Qualifications

1. High school Diploma

2. Must be Bilingual in English and Spanish

3. Ability to interpret and give both verbal and written instructions

4. Ability to multi-task, prioritize and be flexible with changing business requirements

5. Must have excellent verbal and written communication skills

6. Ability to speak clearly and concisely over the telephone

7. Knowledge of Inventory controls and procedures

8. Knowledge of purchasing and billing procedures

9. Basic knowledge of building maintenance and building / apartment repairs preferred

Ability to make sound decisions using all available information